Service contract template
Contract award notice
Question and Answers
Question 1 :
Since Switzerland is not part of the EU, we ask for clarification if there might be any formal, political or other problems with a Swiss institute heading one of the work packages in this application.
Answer: Switzerland is a country covered by the WTO Government Procurement Agreement, therefore tenders from Switzerland can be submitted. Also, forming a consortium with a company/institution from Switzerland, or entering sub-contractual relations for tendering purposes, is possible.
The tender says: "Organisation of travel for all experts: all costs to the travel of experts to come to the meeting will be covered by the tenderer and reimbursed by ECDC after conclusion of the meeting and upon presentation of proof of the actual costs incurred " Does this mean that the budget for organizing the meeting(s) is not included in the 120,000 Euros / year?
Answer: No. The budget for the meeting IS included and comes out from the 120,000 Euros/year budget. However the tenderer shall prove that he has incurred in the costs, meaning that proof of travel tickets (i.e.: Boarding passes) and Hotel stays (i.e: invoices) need to be attached
Another issue is that there is a requirement for the steering committee to meet once/year outside the annual meeting. Does that budget need
to be included? It seems not, but could you confirm? This is obviously a huge issue because for a meeting for even 30 people it is around 25,000 Euros.
Answer: Again the budget for the Steering Committee meeting IS included and should come out from the 120,000 Euros/year budget. However, please note that according to ‘188.8.131.52 Organisation and delivery of Steering Committee meetings’, the composition of the Steering Committee only includes a representative of each work package in the project (3) plus two members of the network.
In this specific Tender it says "Funds available are "approximately" 120,000. We will provide in the Envelope C a proposal for matching
funds. However, It would be better for us to organize a budget around 140,000. Could you precise what is the meaning of "approximately" and
how to deal with that?
Answer: As can be read in ‘4. Content of the financial proposal’: ‘The estimated budget for the future Contract is 120,000 EUR/year’. This is in fact the maximum budget available and please be aware that offers submitted with a budget covering the intended one year of activities above this amount will not be considered.